PROJECT DELIVERY ACADEMY MODULE 2A Project Initiation and Scoping Wednesday, February 12, 2020
PROJECT DELIVERY ACADEMY MODULE 2A: Project Initiation and Scoping INTRODUCTION Presented by: Jennifer Catapano Project Delivery Academy Facilitator Project Resource Office
PROJECT DELIVERY ACADEMY MODULE 2A: Project Initiation and Scoping PIRT & DICE Presented by: Jeff Ross Senior Lead Applications Developer Project Resource Office
PROJECT DELIVERY ACADEMY MODULE 2A: Project Initiation and Scoping QUESTIONS?
PROJECT DELIVERY ACADEMY MODULE 2A: Project Initiation and Scoping BREAK
PROJECT DELIVERY ACADEMY MODULE 2A: Project Initiation and Scoping PROJECT MANAGEMENT GROUP (PMG) Presented by: Craig Regulski, P.E. Senior Project Manager Project Management Group
O VERVIEW P ROJECT MANAGEMENT GROUP (PMG) O VERVIEW • P LANNING AND PROGRAMMING • P ROJECT D EVELOPMENT • Q UESTIONS ?? •
ADOT O RGANIZATION
P ROJECT M ANAGEMENT G ROUP O VERVIEW
P ROJECT M ANAGEMENT G ROUP O VERVIEW RESPONSIBLE FOR LEADING THE DEVELOPMENT OF ALL • PROJECTS TO BE ADVERTISED FOR CONSTRUCTION BY ADOT C&S • P ERFORMANCE GOAL TO ADVERTISE AN EVEN AMOUNT OF PROJECTS EACH QUARTER • 20/30/30/20
P LANNING & P ROGRAMMING P r o j e c t S o u r c e s WHERE DO STATE PROJECTS COME FROM? ADOT’s Transportation Improvement Plan (TIP): (STIP, 5-year plan, the Program) ADOT Multi-Modal Planning Division (MPD) – responsible for development of 5-year program
P LANNING & P ROGRAMMING T y p e s o f P r o j e c t s
P LANNING & P ROGRAMMING T y p e s o f P r o j e c t s
P LANNING & P ROGRAMMING P r o j e c t I n f o r m a t i o n W HAT DOES THE PM KNOW ABOUT THE S COPE OF A PROJECT ? Information is generally sparse! ..THAT IS THE IMPORTANCE OF A PROJECT MANAGER Let’s investigate Type of Work: Pavement Preservation Budget: Design: $320,000 Location: Location (I-19) MP 43, 7 Miles of Construction: $16,033,000 Improvement Funding: NH (Federal National Highway Funds) Schedule: Design FY18| Construction FY20 NHPP (National Highway Performance Program)
P LANNING & P ROGRAMMING F i s c a l Y e a r W HAT IS A F ISCAL Y EAR ? ADOT FISCAL YEAR (FY): J ULY 1 ST TO J UNE 30 TH W E ’ RE CURRENTLY 2 MONTHS INTO 3 RD Q TR F ISCAL Y EAR 2020 FY20 S NAP -S HOT : 109+ PROJECTS WILL BE DELIVERED /A DVERTISED FOR CONSTRUCTION $150M IN D ESIGN F UNDING $873M IN C ONSTRUCTION F UNDING
P LANNING & P ROGRAMMING P r o j e c t S o u r c e s WHERE DO LOCAL PROJECTS COME FROM? • Council of Governments (COGs) • Metropolitan Planning Organization (MPO)
P LANNING & P ROGRAMMING P r o j e c t S o u r c e s WHERE DO LOCAL PROJECTS COME FROM? • Council of Governments (COGs) • Metropolitan Planning Organization (MPO)
P LANNING & P ROGRAMMING P r o j e c t S o u r c e s WHERE DO LOCAL PROJECTS COME FROM? • Council of Governments (COGs) • Metropolitan Planning Organization (MPO)
P LANNING & P ROGRAMMING P r o j e c t S o u r c e s WHERE DO LOCAL PROJECTS COME FROM? • Council of Governments (COGs) • Metropolitan Planning Organization (MPO)
P ROJECT D EVELOPMENT P r o j e c t M a n a g e m e n t
P ROJECT D EVELOPMENT P r o j e c t S e t U p – F u n d i n g A u t h o r i z a t i o n STATE PROJECT 3 Weeks 1-3 Months 1 Week GO! 4-6 Weeks 1-2 Months 3 Months LOCAL PROJECT
P ROJECT D EVELOPMENT P r o j e c t S e t u p - T e a m E s t a b l i s h m e n t Subprogram PMG Management SEO PRO/LPA manager Local PM or Representative PM Key External Stakeholders General Public Construction District …etc. Lead Designer ROW PM or Utility In-house – ADOT roadway EPG PM C&S coordinator coordinator Consultant – Prime Utility EPG ROW ADOT Traffic Roadway Review on-call on-call on-call ADOT Predesign ADOT Bridge ADOT Material etc.. ROW acquisition Utility relocation NEPA scoping Parcel owner Utility company USFWS …etc.
P ROJECT D EVELOPMENT S c o p e , S c h e d u l e , & B u d g e t P ROJECT W ORK P LAN W ORKBOOK T HIS IS OUR P ROJECT F OUNDATION • Defines • Team • Communication Protocol • Design Criteria • Project Schedule/Budget • Project Risks/Risk Register • Project Quality Plan
P ROJECT D EVELOPMENT D e s i g n e r A s s i g n m e n t W HO WILL D ESIGN THE P ROJECT ? ADOT (30% OF P ROJECTS – N O L OCAL P ROJECTS ) ADOT PM is the facilitator between the technical groups ADOT technical teams perform design services, ADOT team members are assigned from the following disciplines: Pre-Design Roadside Traffic Geotech Right of Way Roadway Drainage Contracts & Specs HSIP Environmental Pavement Survey Bridge TSMO Utility/RR Consultant (70% OF ALL P ROJECTS ) Prime Consultant performs all design disciplines and clearance documentation- internal staff or Subconsultants - Need to use subconsultants to meet Disadvantaged Business Enterprise (DBE) Goal
P ROJECT D EVELOPMENT S t a g e I & P r o j e c t S c o p i n g
P ROJECT D EVELOPMENT S t a g e I & P r o j e c t S c o p i n g WHAT IS DONE DURING STAGE I/SCOPING? • K ICK -O FF M EETING AND S ITE V ISIT • G ATHER PROJECT INFORMATION INCLUDING • SURVEY & MAPPING • STAKEHOLDER INTERESTS / CONCERNS • RECORD DRAWINGS , ETC . • R ECOMMEND AN APPROACH WHICH BEST FITS THE NEEDS OF THE PROJECT AND THE CONSENSUS OF THE STAKEHOLDERS . • P REPARE AND F INALIZE SCOPING DOCUMENT
P ROJECT D EVELOPMENT S t a g e I & P r o j e c t S c o p i n g WHAT IS A SCOPING DOCUMENT? • Feasibility Studies • Design Concept Reports • Project Assessments • Scoping Letters Concurring Signatures from: Pre-Design Environmental Project Management Subprogram Manager Deputy State Engineer District Engineer
P ROJECT D EVELOPMENT S t a g e I I – S t a g e V
P ROJECT D EVELOPMENT C h a n g e A p p r o v a l P r o c e s s HOW ARE PROJECT CHANGES APPROVED AND DOCUMENTED? • C HANGES IN PROJECT SCOPE , SCHEDULE , OR BUDGET REQUIRE FORMAL APPROVAL FROM ADOT COMMITEES • 3 TIERED PROCESS – • P ROJECT REVIEW BOARD (PRB) – MEETS EVERY T UESDAY AT 9:00 AM • P RIORITY PLANNING ADVISORY COMMITTEE (PPAC) – MEETS ONCE A MONTH • S TATE T RANSPORTATION BOARD – MEETS ONCE A MONTH
P ROJECT D EVELOPMENT C h a n g e A p p r o v a l P r o c e s s
P ROJECT D EVELOPMENT C l e a r a n c e s
P ROJECT D EVELOPMENT E n v i r o n m e n t a l C l e a r a n c e • National Environmental Policy Act (NEPA) • Clean Water Act (CWA) • Clean Air Act • Endangered Species Act • Migratory Bird Act • Section 106 of the National Historic Preservation Act (NHPA) • Section 4(f) of the U.S. Department of Transportation Act • Procedures for Abatement of Highway Traffic Noise and Construction Noise • Resource Conservation and Recovery Act
P ROJECT D EVELOPMENT E n v i r o n m e n t a l C l e a r a n c e Visualize all engineering alternatives
P ROJECT D EVELOPMENT U t i l i t y C l e a r a n c e
P ROJECT D EVELOPMENT U t i l i t y C l e a r a n c e
P ROJECT D EVELOPMENT R i g h t o f W a y C l e a r a n c e • ROW Clearance process starts after Stage Southern Ave III/60% Submittal • New ROW can take 6 months or much, much longer: Baseline Rd 202 South Mountain
P ROJECT D EVELOPMENT B i d R e a d y WHEN IS THE PROJECT BID READY? • A LL C LEARANCES HAVE BEEN OBTAINED • A LL R EVIEW COMMENTS HAVE BEEN ADDRESSED • C ONTRACTS & S PECIFICATIONS HAS REVIEWED AND APPROVED S PECIFICATIONS AND E NGINEER ’ S E STIMATE • P LANS , S PECS , & E STIMATE COMPLETE AND SEALED
P ROJECT D EVELOPMENT A d v e r t i s e m e n t f o r C o n s t r u c t i o n WHEN WILL THE PROJECT ADVERTISE? • C&S submits Federal Authorization Request to FMS • FMS submits to FHWA • 2 to 3 weeks later – FHWA gives Federal Authorization • C&S Advertises!
P ROJECT D EVELOPMENT A d v e r t i s e m e n t f o r C o n s t r u c t i o n WHEN WILL THE PROJECT ADVERTISE? C&S submits Federal Authorization Request to FMS • FMS submits to FHWA • 2 to 3 weeks later – FHWA gives Federal Authorization • C&S Advertises! •
P ROJECT D ELIVERY A CADEMY M ODULE 2( A ) P r o j e c t D e v e l o p m e n t – I n i t i a t i o n a n d D e s i g n QUESTIONS??? COMMENTS??? PMG@azdot.gov Cregulski@azdot.gov 602-712-8555 Craig Regulski, P.E. Senior Project Manager ADOT Project Management Group
PROJECT DELIVERY ACADEMY MODULE 2A: Project Initiation and Scoping CONTRACTS AND SPECIFICATIONS (C&S) Presented by: Sarkar Rahman, P.E. Transportation Engineer II Contracts and Specifications
PROJECT DELIVERY ACADEMY MODULE 2A: Project Initiation and Scoping Presentation by Sarker Rahman
What is the function of C&S? What does C&S do? How much time do we invest in advertising a project? 5%, 15%, 20%, 30% or more?
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